Xero Integration – Current Version

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What we do:

1) Syncing of Tax Invoices (Tabs) to Xero.

a. You can choose to sync on a daily summary level

i. One invoice will be sent either for the full merchant or
ii. An invoice per locations
iii. Syncing will happen around 2:00 the following morning.
iv. Customer account invoices will still be sent on a detailed level.

b. You can sync on a detailed level

i. Each invoice will be synced to Xero individually

c. What we do

i. We make use of products to sync the invoice to Xero.
ii. You do need to allow for products to be able to go into a negative in Xero, so track inventory should not be switched on in Xero.
iii. We do product syncs to update the items in Xero.
iv. We then Debit the Cash Customer (customer you set up to accept your cash, card and other payments) and Credit the Sales and Vat and Gratuity accounts with the amount on the invoice whether daily summary or detailed.
v. For customer purchasing on account, we Debit the customer account and credit sales and credit vat and credit gratuity account if applicable. Please make sure that customers that are in use on the POS are not archived on Xero as we will not be able to sync those Tabs to Xero.

d. What we cannot do currently

i. We cannot sync service charges to Xero as Service Charges were added to our POS and the integration of the Service charges posting to Xero has not yet been completed. The posting of service charges to Xero will be part of the upgraded version.

e. What you need to do manually for Invoice posting

i. You will need to manually add an invoice for Service Charges to you Xero account at month end. Service charges can be found in TallOrder by going to Reports, Payments and Transactions. If you download the report, you will find the Service charges listed as one column and you can raise an invoice for the service charges in Xero. Service charges do carry vat – as a reminder if you are VAT registered.

f. How to reconcile your sales.

i. You can pull all the Tabs from TallOrder Admin and match them to the invoices that are in the Xero.
ii. For summary mode the total of all invoices should match to the daily summary.
iii. The TallOrder Cash Customer should always be on a zero amount with invoices and payments received.
iv. If you find that any invoice did not reach Xero you can contact our support department and we will resync that invoice or you can manually add the invoice to Xero. Factors such as internet connectivity and the number of transactions to sync can impact on possible one or two tabs not reaching Xero. Customers that have been Archived in Xero will also block us from posting to Xero.

2) Syncing of Payments to Xero

a. Once an invoice has been raised in Xero, we can send a payment to Xero to pay the invoice.
b. What we do

i. We credit the cash customer or customer account and debit the control account set up for the payment method used.

c. What you need to do

i. You need to remember to set up a control account for all your payment methods – if you have not set this up our syncing will fail.

d. How to recon

i. Match the receipts received in the Xero in the TallOrder Cash customer account to the transactions report or daily payment cash ups in TallOrder.
ii. Control accounts should be reconciled to the “real” funds received in your bank account.

1. You can set up rules for your transfers to be done automated. When you import your bank accounts data it will automatically transfer the funds to the TallOrder control account that has been associated with the rule.

3) Customer Credit notes

a. What we do:

i. Currently we do not sync customer credit notes to Xero, this will be included in the new upcoming version.

b. What you need to do

i. You need to pull the refunded sales report and add those credit notes to Xero Manually.
ii. Go to Reports, Sales and Refunded sales and pull the report in Excel. These refunded sales listed here will be all refunds done to cash and credit card.
iii. You can then manually add the refunded sales/credit notes to Xero.

c. Refunds or credit notes to accounts

i. Currently we are experiencing an issue where our system post credit notes to accounts as an account payment to the customer accounts.
ii. This is the incorrect allocation of credit notes to accounts, and we are correcting this with the launch date for the fix planned for end May 2024 or the second week of June 2024 depending on how the testing of the
change goes.
iii. Along with this we will have a separate space under reports for credit notes and credit note items as we have with Tabs and Tab Items.
iv. We request that credit notes to accounts are not done via the POS to the account refund option as it will create a problem with your account payments report and posting to Xero.
v. Credit notes for customers that purchased on account should rather be done by choosing the cash refund option and then noting that this was for an account customer. You can then manually add the credit to the customer account until the fix has been released. As you would do the other credit notes.

4) Account payments.

a. We will post account payments to Xero, by crediting the customer account and debiting the payment control account.
b. Currently we post any overpayments as a bill credit note. We have realized that this is an incorrect way of posting overpayments to Xero and we are in the process of correcting this after receiving feedback from Xero on how to manage this properly via the API. This will be part of the upcoming release along with
the correct posting of credit notes.

5) Purchase Orders

a. We sync purchase orders to Xero as bills awaiting approval.
b. Purchase orders post on a detail level.
c. The inventory control account is debited, and the supplier is credited.
d. We do not post any supplier payments to Xero.

6) Supplier credit notes:

a. We currently do not sync supplier credit notes to Xero.
b. You will need to manually add supplier credit notes to Xero.
c. Supplier credit note posting to Xero will be part of the upcoming new release.

7) Stock movements

a. Currently we can post cost of sale movements to Xero if you sync on a detailed level.
b. I would however suggest not to make use of this option as it will populate your Xero with many individual journal entries.
c. What I would suggest is to post you stock movement journals at month end by pulling your stock movement report from myStock.
d. You will see each type of movement and you can do your journal for cost of sale, wastages, issued stock etc. Go to Inventory, stock movements, and pull the report for the period. You can export it in Excel.
e. In the upcoming version we will allow you to choose the GL account you would like to post these journal entries to on a summary or monthly basis. We will then journalise by Crediting the Inventory account and debiting the GL account of your choice.

8) What can cause issues with syncing of data and discrepancies.

a. Allowing for the reopening and changing of Tabs on POS.

i. If you allow for the reopening of Tabs on POS, where someone can reopen a Tab to add more items, remove items or change a payment method, this will cause an issue where the data that was posted to Xeron will differ from our reports and will make it very difficult to reconcile. The integration with Xero cannot adjust changed Tabs in Xero after an invoice or a payment was posted. This is more related to the detailed option but it can also impact summary if you change the Tabs the day after.
ii. What you need to do – you need to decide if you are going to allow for the re-opening of Tabs as it will cause longer reconciliation time to find out why data can differ.

b. Xero login details that changed

i. If your login details changed, we will not be able to sync anymore

c. Empty mapping of accounts

i. If all you accounts and payment types have not been mapped we will not be able to sync

d. Xero or TallOrder downtime or network downtime.

i. If the link is down we will not be able to sync

e. Xero placing a hold on the sync

i. This could happen when we keep trying to sync an invoice or PO and for any reason Xero is rejecting and putting that item back in the loop to sync. The Q then gets blocked and it needs to be cleared. Xero can put a hold on a sync for 8 hours and longer.

f. Inventory tracking – not allowing a product to go into a minus on Xero.
g. Customer accounts having the same email address.
h. Customer accounts being Archived in Xero
i. Supplier accounts being Archived in Xero.